Team Assistant

The Team Assistant provides a wide range of office support and administrative functions including procurement tasks within the Procurement Division of the Department of Operational Support. The role involves processing procurement transactions, assisting with customs clearance, managing correspondence, and supporting meetings and logistics.

Responsibilities

• Performs a wide range of office support and administrative functions as well as procurement functions
• Undertakes low value procurement exercises
• Process procurement transactions through SAP system of the UN
• Process procurement exercises in the solicitation/ e-tendering system of the Procurement Division
• Assist other procurement colleagues in procurement exercises
• Assist with obtaining customs tax exemptions and facilitating customs clearance for UN shipments imported into the United States
• Responds or drafts responses to routine correspondence and other communications
• Uses standard word processing package to produce a wide variety of large, complex documents and reports
• Monitors processes and schedules related the unit’s outputs, products, tasks, etc.
• Assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements
• Research, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site
• Assists in the preparation of presentation materials using appropriate technology/software
• Performs data entry and extraction functions
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Maintains procurement files (both paper and electronic) and databases for work unit
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Performs other duties as assigned

Requirements

• High school diploma or equivalent is required
• A minimum of three years of relevant experience in procurement, contract administration, administration or a related field is required
• The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher
• Experience working with enterprise resource planning (ERP) systems such as SAP or similar system, and/or working with e-tendering systems such as Ariba or similar system is desirable
• Experience in procurement or commercial office environment is desirable
• Experience in general office support or related area is desirable
• English is required at UN Level II for reading, writing, listening, and speaking

Skills

• Procurement Transactions
• Contract Administration
• Office Management
• Enterprise Resource Planning
• SAP
• E-tendering Systems
• Ariba
• Customs Clearance Support
• Meeting Coordination
• Logistical Support

Languages

English